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,;~yo, City Council Report
Santa Monica
City Council Meeting: December 8, 2009
Agenda Item: '-"C-
To: Mayor and City Council
From: Jory Wolf, Chief Information Officer
Subject: Contract for Enhancements to Audio/Visual System in City Council
Chambers
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a contract with Spinitar for the purchase and maintenance of an Enhanced
AudioNisual System for the City Council Chambers in an amount not to exceed
$223,500.
Executive Summary
A complete remodel of the Council Chambers in 1999 included the installation of what
was then astate-of-the-art audio/visual system. That technology, now 10 years old, has
become unreliable and increasingly unsupportable. Current systems now offer
enhanced projection quality, LCD touch-panel monitors, wall-mounted flat-panel
displays, improved audio and fully integrated and distributed remote control systems.
The proposed system will also be capable of providing future enhancements such as
room lighting control and electronic voting tabulation. The total cost, including first-
year's maintenance, is $223,500.
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Discussion
An RFP process yielded eight total bids, which were later narrowed to two by
committee. Of those two, Spinitar's was superior, offering the best technology solution
and the lowest bid on the combination of initial system purchase and five years of
maintenance. Spinitar proposes to deliver, install, configure and maintain astate-of-the-
art audio/visual system for the Council Chambers that integrates seamlessly into the
City's network infrastructure. It includes proprietary options such as remote monitoring
for troubleshooting and full remote control for City staff. The total initial purchase cost
is $223,500. Proposed system maintenance for years two through five - at an average
of $9,400 per year -meets and exceeds the City's requirements re: response time
criteria and remote monitoring.
Financial Impacts & Budget Actions
The cost for the equipment, installation, training and first year of maintenance will not
exceed $223,500. Funds are available in CIP Account # 0014026.589000 ($200,000)
and M55000609.589000 ($23,500). Future maintenance costs will be requested in each
fiscal year's proposed budget and will be subject to Council review and approval.
Prepared by: David Yeskel, Systems Analyst
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Approved: Forwarded to Council:
Reference Contract No.
9154 (CCS).